Section one: Contracting entity
one.1) Name and addresses
SE TRAINS LIMITED
4 More London Riverside
LONDON
SE1 2AU
Contact
Tim Stockford
tim.stockford@southeasternrailway.co.uk
Country
United Kingdom
NUTS code
UKI32 - Westminster
Companies House
03266762
Internet address(es)
Main address
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://www.smartsurvey.co.uk/s/QI2R87/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.smartsurvey.co.uk/s/QI2R87/
one.6) Main activity
Urban railway, tramway, trolleybus or bus services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Maintenance Support for Class 395 High Speed Rolling Stock
two.1.2) Main CPV code
- 50222000 - Repair and maintenance services of rolling stock
two.1.3) Type of contract
Services
two.1.4) Short description
Short description of the contract SE Trains Limited (trading as Southeastern) is currently exploring alternative options for the maintenance of its class 395 high speed rolling stock.
In order to achieve best value for money for the UK taxpayer, a tender process consisting of two (2) lots is planned to be undertaken for the delivery of a maintenance service contract in the form of either a Technical Support and Spares Supply Agreement (TSSSA) or a Spares Supply Agreement (SSA).
Any contract awarded as part of this procurement will be expected to mobilise fully by October 2024 in order to support Southeastern's operations.
At this stage, interested parties are invited to express their interest by completing the survey in the link provided, confirming which Lot(s) they wish to be considered for.
Full procurement documentation will be provided to those parties that express an interest after the time limit for receipt of tenders (see section IV) has passed. No procurement documents shall be released upon expression of interest.
Interested parties should also note that partaking in this procurement process may not result in any award and suppliers are taking part at their own cost and risk. The issue of this contract notice (or any other procurement document) does not have any contractual effect or create any form of contract (implied or otherwise) between Southeastern and any other person.
Southeastern will not be liable, under any circumstances, for any bid costs, expenditure, work or effort incurred by a Bidder in proceeding with or participating in this procurement, including if the procurement process is terminated or amended at any stage prior to contract execution.
Southeastern reserves the right to amend, modify and/or add further stages to or terminate the process at any stage prior to contract execution.
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 1
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
The contracting entity will award only one contract at the end of this procurement, having undertaken and completed an assessment of best overall value (both technical and commercial) of the bids received for both lots.
two.2) Description
two.2.1) Title
Technical Support & Spares Supply Agreement for Class 395 Rolling Stock
Lot No
1
two.2.2) Additional CPV code(s)
- 50222000 - Repair and maintenance services of rolling stock
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
Main site or place of performance
Ashford Train Maintenance Centre
Kent
TN23 1EZ
two.2.4) Description of the procurement
This lot relates to the procurement of a TSSSA contract which will include a number of key requirements including but not limited to:
• The supplier will be responsible for providing technical support, which will include supporting Southeastern to achieve continuous improvement in the safety, reliability, modifications and efficiency of maintenance of the Class 395 units. This will be at a set level with an agreed price for additional support
• The supplier shall be responsible for providing technical engineering capability to enable design and development activities and opportunities to be undertaken.
• The supplier will be responsible for the procurement, logistics, delivery, supply and management of maintenance materials and spares (including the overhaul of major components), required to complete all planned maintenance tasks (both light and heavy) detailed in the maintenance schedules and at the periodicities specified.
• The supplier will be responsible for the procurement, logistics, delivery, supply and management of maintenance materials and spares required for corrective maintenance, including work arising from exams and defect repairs, including damage and vandalism. The supplier will be responsible for ensuring there are sufficient spares available on demand.
• The supplier will be responsible for the receipting, storage, management, and issuing of materials and spares at specified Southeastern locations.
• It is anticipated that Southeastern will provide a float of owner owned spares to support materials supply and management, which would be returned to Southeastern at the end of any contract.
• The supplier will be responsible for the implementation of materials and spares management system and supporting any integration required with Southeastern's systems.
• There will be a performance regime attached to the supply of materials and spares, with service credits or liquidated damages payable for lateness and failure to supply.
• A fixed price will be required such that the supplier will be responsible for materials and spares supply consumption risk (excluding certain damage and vandalism items).
• The supplier may be required to be responsible for all relevant technical support staff and stores employees. This includes the Transfer Undertakings and Protection of Employment (TUPE) of the incumbent supplier's technical and stores employees, including materials managers.
• The supplier shall develop and maintain the materials management system, which includes the system at the depot. The supplier will provide Southeastern with access and training for the materials management system at no extra cost, and will be responsible for integrating this with Southeastern's systems (e.g. Equinox and Oracle).
• Southeastern will manage material transactions at the depot using the supplier's materials management system, which shall include booking in, storing and booking out of materials.
• The supplier shall provide demand planning, materials supply optimization, and inventory management (to include stockholding) to ensure the requirements of the Southeastern's maintenance and overhaul plans, demand forecasts, and over the counter requests are met.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Southeastern intends to award a contract with an initial term of 3 years, with additional options to extend, at Southeastern's sole discretion, up to a maximum duration of 10 years.
two.2) Description
two.2.1) Title
Spares Supply Agreement for Class 395 Rolling Stock
Lot No
2
two.2.2) Additional CPV code(s)
- 50222000 - Repair and maintenance services of rolling stock
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
Main site or place of performance
Ashford Train Maintenance Centre
Kent
TN23 1EZ
two.2.4) Description of the procurement
This lot relates to the procurement of a SSA contract which will include a number of key requirements including but not limited to:
• The supplier will be responsible for the procurement, logistics, delivery, supply and management of maintenance materials and spares (including the overhaul of major components), required to complete all planned maintenance tasks (both light and heavy) detailed in the maintenance schedules and at the periodicities specified.
• The supplier will be responsible for the procurement, logistics, delivery, supply and management of maintenance materials and spares required for corrective maintenance, including work arising from exams and defect repairs, including damage and vandalism. The supplier will be responsible for ensuring there are sufficient spares available on demand.
• The supplier will be responsible for the receipting, storage, management, and issuing of materials and spares at specified Southeastern locations.
• It is anticipated that Southeastern will provide a float of owner owned spares to support materials supply and management, which would be returned to Southeastern at the end of any contract.
• The supplier will be responsible for the implementation of materials and spares management system and supporting any integration required with Southeastern's systems.
• There will be a performance regime attached to the supply of materials and spares, with service credits or liquidated damages payable for lateness and failure to supply.
• All pricing will be on a Spares Price List basis, such that the supplier will not be responsible for materials and spares supply consumption risk.
• The supplier may be required to be responsible for all stores employees at the depot. This includes the Transfer Undertakings and Protection of Employment (TUPE) of the incumbent supplier's stores employees, including materials managers.
• The supplier shall develop and maintain the materials management system, which includes the system at the depot. The supplier will provide Southeastern with access and training for the materials management system at no extra cost, and will be responsible for integrating this with Southeastern's systems (e.g. Equinox and Oracle).
• Southeastern will manage material transactions at the depot using the supplier's materials management system, which shall include booking in, storing and booking out of materials.
• The supplier shall provide demand planning, materials supply optimization, and inventory management (to include stockholding) to ensure the requirements of the Southeastern's maintenance and overhaul plans, demand forecasts, and over the counter requests are met.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Southeastern intends to award a contract with an initial term of 3 years, with additional options to extend, at Southeastern's sole discretion, up to a maximum duration of 10 years.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Bidders expressing an interest must be able to provide evidence of previous experience managing and delivering the requirements of contracts of a comparable scale and complexity, with previous rolling stock maintenance spares and supply experience essential.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated procedure with prior call for competition
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
21 September 2023
Local time
5:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
5 October 2023
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
High Court of England & Wales, Technology and Construction Court,
London
Country
United Kingdom